Administrative Assistant

2 weeks ago

Nashville, United States Gresham Smith Full time

As a multimarket firm, we touch many areas of life: from designing highways and bridges that connect people, to clean water systems, to hospitals and corporate campuses of the future. That's why we're able to offer endless opportunities for people to hone their skills and strengthen their understanding of different disciplines and perspectives. Behind all the hard work is a team of really sharp, down-to-earth people who love a good challenge - and a good time.

The Human Resources Administrative Assistant supports management-level staff and performs a variety of tasks pertaining to employee data. Reporting to the HR Generalist, this person will assist in the administration of various human resources programs including employee benefits, learning, recruitment, and onboarding.

Responsibilities:

  • Respond to inquiries on department policies or procedures.
  • Schedule appointments; arrange and coordinate meetings.
  • Record and track expenditures. Process invoices and check requests.
  • Transcribe minutes for HR Partner and 401k meetings.
  • Schedule and coordinate monthly HR Team Meetings; coordinate the creation of meeting agendas.
  • Order office supplies.
  • Plan and execute employee engagement events for the HR Team.
  • Monitor Employee Resource Network membership requests and maintain a membership database.
  • Manage the Spot Bonus Program; process check requests and send reports.
  • Maintain the Service Award Program.
  • Prepare and maintain online employee resources such as the employee handbook, the HR Team and Benefits Portal webpages, and the HR Team's files.
  • Type, format, edit, and proofread documents and forms.
  • Assist in Benefits Administration for new hires, including benefit enrollment emails for insurance and 401k, benefits review, and sending enrollment reminders.
  • Assist with analysis/review of temporary and Part-Time employee hours for medical eligibility.
  • Review 401k contribution/loan and insurance deduction changes; as well as manage the 401k unclaimed check report.
  • Assist with benefit survey completions; pull testing and audit items as needed.
  • Receive, sort, and distribute mail and faxes; monitor and respond to inquiries in the HR and Benefits general inboxes.
  • Coordinate shipments and accept packages; distribute volunteer t-shirts to employees.
  • Support various employee programs such as GIVE, United Way, Supplier Diversity Status, and the Flu Shot Clinic as needed.
Minimum Qualifications:
  • High School Diploma or GED and 3-8 years of relevant experience; OR Associate Degree and 2-4 years of relevant experience; OR Bachelor's Degree and 1-2 years of relevant experience required.
  • Must maintain the utmost confidentiality in dealing with employee records and business information.


Gresham Smith is committed to a diverse and inclusive workplace. Gresham Smith provides equal employment opportunities to applicants and employees and does not discriminate on the basis of age, race, color, ancestry, religion, sex, sexual orientation, gender identity or expression, transgender, national origin, status as a protected veteran, disability or any other classification protected by law.

Gresham Smith will not accept unsolicited resumes from recruiters, headhunters, contract recruiters, search firms, or employment agencies. An executed GRESHAM PLACEMENT SERVICES AGREEMENT (PSA) is required prior to any payment obligation for either a referral or recruiter fee.In the event a recruiter or agency submits a resume or candidate without a previously executed PSA, GRESHAM SMITH explicitly reserves the right to recruit and hire those candidate(s) at its discretion, and without any financial obligation whatsoever to the recruiter or agency.Any such unsolicited resume or candidate contact information, including those submitted directly to GRESHAM SMITH'S hiring managers or any other employee, shall become the property of GRESHAM SMITH upon receipt.

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